Management Steps for the Photocopiers

Management Steps for the Photocopiers

PHOTOCOPIER GUIDELINES

For receiving new machine and/or removing old machines

Effective: February 2018

TWO IMPORTANT STEPS AT THE TIME OF DELIVERY:

1)DELIVERY OF NEW PHOTOCOPIER -- Verify you have all the equipment and features you ordered – this includes a new power filter. All machines include a new power filter with the order except for Xerox machines. After the equipment has been delivered, provideProcurement Services(by email to Vickie Voss, ) - the serial number, date of installation, and the beginning meter read to be used for maintenance charges. Note: This information is very important for setting-up themaintenance contract. You can also submit this information to me (Vickie Voss) into GrizMart comments in the purchase order if you prefer – your choice.

2)REMOVAL OF OLD PHOTOCOPIER -- Procurement Services MUST RECEIVE FINAL METER READ from the department before the old photocopier is unplugged. The department must follow procedures requested on the “Photocopier Removal” form (see Business Services, Forms website) and send to ProcurementServices (by email to Vickie Voss, ) – within two days. Hard drives removal instructions will be listed on the ordering purchase order also.

NOW YOU HAVE YOUR NEW MACHINE – WHAT YOU NEED TO KNOW:

3)Service issues:

a)Issues: Departments, at all times, should keep a log of when a service call has been requested. Procurement can help when handling problems if sufficient documentation is maintainedby the department. The following information is necessary:

Date & time you called for service

Describe the problem with machine

Date & time repair personnel arrived or fixed over the phone

Indicate if the problem was solved

4)UNDERSTAND WHAT YOUR MAINTENANCE COVERS – When your order was placed, there should be documentation explaining your coverage. All contracts include toner in your coverage. Some also include staples. So do not pay for these supplies if they are included. A detailed explanation of coverage can be obtained from the Procurement Officer in Business Services.

5)MAINTENANCE COVERAGE BILLING IS DETERMINED BY YOUR METER READS

  • Your meter reads areVERY IMPORTANT to insure correct billing of maintenance charges.
  • Meter reads are read monthly for J&H Office Equipment and Xerox.
  • Meter reads are read quarterly for Anders, Kelley Imaging, Office Solutions, and 360 Office Solutions.
  • Departments mustcontact the vendor to determine if their machine reports their meter read automatically to the vendor or the department has to email the vendor their meter read. Keep this information in your service log.
  • For Xerox: It is the department’s responsibility to inform Xerox on which method (phone, Web, or automatically) on how their monthly meter reads will be reported – either automatically or contacting Xerox each month. In the case of automated meter submission the network administrator must allow the machine to communicate with the Xerox server.

6)For Leased machines and UM Owned machines:

PHOTOCOPIER MAINTENANCE REQUEST FORM IN GRIZMART IS DUE MAY 15 of each year, the Department must submit the “Photocopier Maintenance Request” Form available in GrizMart. The completion of this form isfor ALL photocopiers to confirm the continuance of the maintenance agreement or request to cancel a maintenance agreement on photocopier machines that the University owns. This information each year verifies which Index should be charged in the new fiscal year; location of the machine; serial number; and Department contact person All photocopiers on leases must have this form filled outalso to insure the correct Index is charged in the new fiscal year and the maintenance coverage cannot be cancelled.

7)Vendor contact information for maintenance contracts:

Xerox:

Mountain West

Attn: Bruce Porch

406-728-7763

Sharp:

Office Solutions & Services

Attn: Frank Sheehy

406-541-2020

Konica Minolta:

Anders Business Solutions

Attn: Shannon Davenport or Bob Johnston

406-549-4143

or

Kyocera machines:

360 Office Solutions

Attn: Kurt Bjorger

406-546-8110

Toshiba machines:

Kelley Imaging

Attn: Kelli Allen

406-549-6488 x 6206

Canon and Savin machines:

J&H Inc

Attn: Janet White

406-586-3103

Page 1 of 3 IN021 – Revised 02/12/18